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AP Imports Overview

Modified on: Wed, Sep 12, 2018 at 3:02 PM

AP Transactions can be imported from CSV files in to Restaurant365. Unlike Documents to Process, which requires a User to process the data at a later time, Imported AP Transactions contain all of the transaction details and are ready for review and approval upon being imported.

Transaction Detail Options

AP Transactions can be imported as complete Transactions, or as AP Invoice Details in to an existing AP Invoice

Manual Import - Users can manually import completed transaction files using 'Import AP Transactions' found on the Vendor menu in the Top Ribbon

AP Invoice Details can only be imported on an existing AP Invoice. The Invoice header must first be completed, including selecting the Vendor, and Location for the AP Invoice. The User then hovers over the 'Action' menu and selects 'Import'.

Import Templates

Restaurant365 has created AP Import Templates that can be used for importing AP Transactions. Transactions can be imported by Account, or by Item.

Email flat file as an attachment to designated AP Automation Email address. Ensure to configure AP Automation on System Preferences

Manual Import

Hover over 'Vendor' in the Top Ribbon in Restaurant365 and select 'Import AP Transaction'. Click here for detailed instructions on Manual Imports

Imported AP Transactions will be accessible in the AP Transactions list in the Accounting and Operations modules

AP Invoice Details:

Importing AP Invoice Details is a deprecated feature in Restaurant365. Many of the Vendors that initially provided 'single invoice details only', have updated the flat files produced to include the necessary information to enable Multi-Transaction imports. For any vendors that still produce flat files that do not contain columns to identify 1) the Vendor and 2) the Location must be imported using this method.

Step 1: Create the AP Invoice and enter all Header information

In order to import the line item details, the Vendor and Location must first be selected in the AP Invoice header.

Step 2: Save the AP Invoice

Prior to importing, save the AP Invoice using the Save menu

Step 3: Import

Hover over the Action menu and select 'Import'. The Import prompt will load where the User can click 'Select File' and find and select the Invoice Detail CSV file for import. Click 'Open' to import the file

The AP Invoice details will appear in the Details grid. Imported AP Transactions will be accessible in the AP Transactions list in the Accounting and Operations modules

Review Imported AP Transactions

As a best practice, all imported transactions should be reviewed before Approval. If a transaction is missing data, it cannot be Approved. Missing header information will result in failed saves. Additionally, if any Vendor Items are missing, the transaction cannot be Approved.

Missing Items

Missing Items are Vendor Items that have not been created prior to import. Click here for more information on Missing Items